Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

Renting University Facilities, Equipment or Services

Finance and Administration enters into agreements on behalf of WSU to
provide services or to rent University facilities or space to non-University
entities. University departments seeking to provide services or to rent
University facilities or space to non-University entities should contact
Finance and Administration.

Service Centers

Service centers may extend their services to the general public
without contacting Finance and Administration if the following conditions exist.

The Controller has approved the rates the service center charges.

The service center operator uses the guidelines in 30.15
to determine if the non-University customer may purchase from the service
center.

In most cases, the customer contacts the University department
responsible for the services, equipment, or space. A department receiving
a request discusses the request with Finance and Administration. If Finance and Administration
determines that the proposed rental or service is appropriate, the department
sends a memorandum to Finance and Administration requesting an agreement. The memorandum
includes the following.

Requesting Memorandum

Name and address of the non-University user.

Name of the sponsoring department, if appropriate.

Name and telephone number of a University contact employee, if appropriate.

Name, address, and telephone number of a contact individual for the
non-University entity. Duration of anticipated use.

List of the equipment or services WSU must provide including how the
facility will be used.

Space

Include building names and room numbers.

Equipment

Include descriptions and WSU inventory numbers.

NOTE: Some equipment obtained through sponsored agreements may not be rented.
Check with Sponsored Programs Services prior to renting equipment
acquired through a sponsored agreement.

Services

Include the names of the positions involved and their rates
of pay.

If a part of the request is covered by an approved service-center rate,
describe those services or rentals and include the rates.

The responsible administrator approves the memorandum before it is sent
to Finance and Administration.

RENTAL PROCEDURES

The Agreement

Finance and Administration:

Obtains a rate from the Controller.

Coordinates approval of space rentals with the Facilities Use Committee.
(WAC 504-34-040)

Prepares the agreement and coordinates the approval. (Finance and Administration
signs most rental agreements on behalf of WSU.)

Distributes the contract.

Files the original agreement with the Controller.

Damage to University Premises or Equipment

Rental agreements are to include adequate protection for WSU
in the event of loss of or damage to University facilities or equipment
while in the renter's custody or control. The appropriate scope of such
protection will vary depending on:

Nature of the facility or equipment rented,

Nature of the intended use, and

Duration of the rental agreement.

Contact the Department of Risk Management to determine what required protection measures
are to be included in the rental agreement; telephone 335-6893.

Collecting the Rent

General Accounting prepares invoices for the charges and University
Receivables sends statements for the invoiced charges.

Disposition of Revenue

Controller's Office personnel determine the disposition of revenue.

Revenue may be:

Deposited in a general revenue account. This is applicable to most
space/facility rentals.

Treated as a recovery of expenditure to a departmental account. This
is applicable to certain equipment rentals.

Treated as an interagency reimbursement. This is applicable to rentals
to other state agencies.

ACCOUNTING FOR EQUIPMENT

Route an Inventory Control Report (WSU 1033) to Property Inventory
whenever an equipment item is physically relocated off campus. See 20.50.

The department chair of the responsible WSU department ensures that the
equipment is returned at the conclusion of the rental period. A second Inventory
Control Report is routed upon return of the item.